Microsoft ® Office Access ™ 2007 Training Choose between Access and Excel ICT Staff Development presents:

Choose between Access and Excel Course contents Overview: Which to choose when? Lesson: Right questions, right program The lesson concludes with a short set of questions to test your understanding of the material.

Choose between Access and Excel Overview: Which to choose when? Confusion about when to use Microsoft Office Access™ or Microsoft Office Excel ® is understandable, since on the surface the programs look alike. To choose, ask yourself a few simple questions about how you want to organize your data, and about related issues such as the amount of data you want to store and manage. Your answers can help you get more done in less time, so keep an open mind!

Choose between Access and Excel Course goals Learn to choose the right program — Access 2007 or Excel Determine whether to use a relational or flat data structure.

Lesson Right questions, right program

Choose between Access and Excel Right questions, right program If you’re having trouble choosing between Access and Excel, take a moment to answer an important question. Do you need to organize your data into a relational data structure or a flat data structure? Yes, those are geek terms, but don’t let them intimidate you. Deciding on a structure isn’t hard, and this course will walk you through each type of data structure and how to choose between the two.

Choose between Access and Excel “Relational” means data in multiple tables A relational data structure divides your information into logical pieces, and places each piece in a separate table. Now, wasn’t that easy? For example, a sales database typically puts information about customers — their names, addresses, and other key facts — in one table, and information about what those customers buy in another table. Organizing your data that way can make it quite powerful.

Choose between Access and Excel The advantages of relating A relational structure has several advantages. It lets you answer important business questions, such as who bought the most (or least) of your product last week. The figure above shows you how this can work. Using separate tables can make your data easier to manage, because each table holds just part of your information.

Choose between Access and Excel The advantages of relating A relational structure has several advantages. Finally, a relational structure helps keep your information accurate, because you can prevent users from entering data in the wrong table.

Choose between Access and Excel Flat keeps it all together In contrast to a relational data structure, a flat data structure is a simple list that isn’t related to other data. For example, a grocery list is a flat file, and so is a list of your friends and relatives. Flat data structures are easy to create, and they’re also easy to maintain, as long as you don’t have too much information.

Choose between Access and Excel Flat keeps it all together Simple lists work nicely in Excel. In fact, Excel is designed to create and maintain flat files. In case you’re wondering, each table in a relational structure is also a flat file. The only real difference between the types of structures is that with flat files, you don’t need to relate the data in one list to the data in another. Each list is useful by itself.

Choose between Access and Excel To relate, or not to relate? So how can you tell if you need a relational structure? Actions and repeated data need a relational structure. 1.The customer Hanari Carnes... Take the example pictured here: 2....places an order on July and another on July 10. One customer, many actions.

Choose between Access and Excel To relate, or not to relate? To know for sure, ask yourself these questions. First, do you have a lot of repeated data? If so, you can put that repeated data into another table and create a relational structure. Doing so can save you time and effort because you don’t have to reenter the same information each time you create a new record.

Choose between Access and Excel To relate, or not to relate? To know for sure, ask yourself these questions. Second, do you want to track actions or events? For example, do you want to track sales or customer complaints? Any time you want to track an action, a relational data structure usually works best.

Choose between Access and Excel More questions, more clarity While data structures are important, they aren’t the only reasons to choose Access or Excel. A few more questions can help you decide between the two. First, do you need to store and manage your data, or do you need to analyze that data? If storage is your primary goal, then use Access. But for analysis, use Excel.

Choose between Access and Excel More questions, more clarity While data structures are important, they aren’t the only reasons to choose Access or Excel. A few more questions can help you decide between the two. Second, do you have a lot of data? For example, is your Excel worksheet so large that it’s hard to use? If so, even if you have flat data, Access can make your information easier to find.

Choose between Access and Excel More questions, more clarity While data structures are important, they aren’t the only reasons to choose Access or Excel. A few more questions can help you decide between the two. Is your data mostly text, or is it numeric? Access can store a large amount of text — up to two gigabytes in a single database — while Excel is designed to store numbers and perform sophisticated calculations on them.

Choose between Access and Excel Solid reasons to use Access Access equals greater “access” to data. So here are a few more reasons to use it. Do you need to help users enter data? For example, some users find it hard to enter data in a grid of cells. With Access, you can work around that problem by creating data entry forms that make it easier to enter data accurately.

Choose between Access and Excel Solid reasons to use Access Access equals greater “access” to data. So here are a few more reasons to use it. Do your users need reports? With Access, you can create reports that users can run at any time.

Choose between Access and Excel Solid reasons to use Access Access equals greater “access” to data. So here are a few more reasons to use it. Access is also a better choice when you need to have multiple users working on the data at the same time. Several users can work on the same data, because Access locks a record only while a user changes it.

Choose between Access and Excel Solid reasons to use Access Access equals greater “access” to data. So here are a few more reasons to use it. If you need to connect to several data sources and edit the data directly in those sources, then Access is your choice.

Choose between Access and Excel Solid reasons to use Excel Where does Excel shine? With numbers! You can run sophisticated what-if models and cost-benefit analyses that you can’t with Excel. Do you need PivotTable reports? These are interactive tables that allow you to rotate rows and columns and see different summaries of your data. Excel makes it easier to work with PivotTable reports and PivotChart reports — charts based on those tables.

Choose between Access and Excel Solid reasons to use Excel Where does Excel shine? With numbers! You can run sophisticated what-if models and cost-benefit analyses that you can’t with Excel. Do you want to convey information visually, by using charts or data bars? Excel is your tool. Finally, not everyone has Access, and not everyone knows how to use it. Your coworkers may prefer Excel.

Choose between Access and Excel Test question 1 Relational data structures don’t contain flat data. (Pick one answer.) 1.True. 2.False.

Choose between Access and Excel Test question 1: Answer False. Each table in a relational data structure is a flat file. You put them into a relational structure because the data in each table is related in some way, such as customers to sales.

Choose between Access and Excel Test question 2 Excel is an ideal tool for editing data contained in a separate database. (Pick one answer.) 1.True. 2.False.

Choose between Access and Excel Test question 2: Answer False. You can use Excel to display charts contained in a separate database, but only Access allows you to edit the data.

Choose between Access and Excel Test question 3 You should use Access in which of the following scenarios? (Pick one answer.) 1.You need a relational data structure. 2.Multiple users need to work on the data simultaneously. 3.You have a large amount of text data. 4.All of the above.

Choose between Access and Excel Test question 3: Answer All of the above.

Choose between Access and Excel Quick Reference Card For a summary of the tasks covered in this course, view the Quick Reference Card. Quick Reference Card

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